2010/2011 information technology asset management · pdf filecity of playford 2010/2011...

CITY OF PLAYFORD

2010/2011 Information Technology Asset Management Plan

CITY (Endo

OF PLAYFORD - COUNCIL OWNED INFORMATION TECHNOLOGY - ASSET MANAGEMENT PLAN rsed 1/7/10)

Document Control

Document ID: 59_04_070905_lgasa_iamp template v11

Rev No Date Revision Details Author Reviewer Approver 1 March 2010 Version 1 Chris

Horsell Rachel Paterson

Paul Alberton Jodi Wright

Peter Oye

May 2010 Community Consultation

1 July 2010 Council Endorsement

© Copyright 2007 – All rights reserved. This template was prepared for the Local Government Association of South Australia by the Institute of Public Works Engineering Australia, (IPWEA), Jeff Roorda & Associates (JRA) and Skilmar Systems for the use of South Australian councils only under the LGA’s Sustainable Asset Management in SA Program.

CITY OF PLAYFORD - COUNCIL OWNED INFORMATION TECHNOLOGY - ASSET MANAGEMENT PLAN (Endorsed 1/7/10)

TABLE OF CONTENTS

ABBREVIATIONS............................................................................................................................ i GLOSSARY..................................................................................................................................... ii 1. EXECUTIVE SUMMARY....................................................................................................... 1

What Council Provides .......................................................................................................... 1 What does it Cost?................................................................................................................. 1 Plans for the Future ............................................................................................................... 1 Measuring our Performance .................................................................................................. 1 The Next Steps ...................................................................................................................... 1

2. INTRODUCTION ................................................................................................................... 2 2.1 Background .................................................................................................................... 2 2.2 Goals and Objectives of Asset Management................................................................. 3 2.3 Plan Framework ............................................................................................................. 4 2.4 Core and Advanced Asset Management ....................................................................... 5

3. LEVELS OF SERVICE .......................................................................................................... 6 3.1 Customer Research and Expectations .......................................................................... 6 3.2 Legislative Requirements............................................................................................... 7 3.3 Current Levels of Service............................................................................................... 8 3.4 Desired Levels of Service .............................................................................................. 9

4. FUTURE DEMAND.............................................................................................................. 10 4.1 Demand Forecast......................................................................................................... 10 4.2 Changes in Technology ............................................................................................... 10 4.3 Demand Management Plan ......................................................................................... 10 4.4 New Assets from Growth ............................................................................................. 11

5. LIFECYCLE MANAGEMENT PLAN................................................................................... 12 5.1 Background Data.......................................................................................................... 12 5.2 Risk Management Plan ................................................................................................ 15 5.3 Routine Maintenance Plan ........................................................................................... 16 5.4 Renewal / Replacement Plan....................................................................................... 18 5.5 Creation / Acquisition / Upgrade Plan .......................................................................... 20 5.6 Disposal Plan ............................................................................................................... 21

6. FINANCIAL SUMMARY...................................................................................................... 22 6.1 Financial Statements and Projections.......................................................................... 22 6.2 Funding Strategy.......................................................................................................... 25 6.3 Valuation Forecasts ..................................................................................................... 25 6.4 Key Assumptions made in Financial Forecasts ........................................................... 27

7. ASSET MANAGEMENT PRACTICES................................................................................ 28 7.1 Accounting / Financial Systems ................................................................................... 28 7.2 Asset Management Systems ....................................................................................... 28 7.3 Information flow requirements and processes ............................................................. 28 7.3 Standards and Guidelines............................................................................................ 29

8. PLAN IMPROVEMENT AND MONITORING...................................................................... 30 8.1 Performance Measures................................................................................................ 30 8.2 Improvement Plan ........................................................................................................ 30 8.3 Monitoring and Review Procedures ............................................................................. 30

REFERENCES .............................................................................................................................. 31 APPENDICES ............................................................................................................................... 32

Appendix A Maintenance Response Levels of Service ................................................. 32 Appendix B Projected 20 year Capital Renewal Works Program .................................. 32 Appendix C Planned Upgrade/Exp/New 20 year Capital Works Program..................... 32


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ABBREVIATIONS

AAAC Average annual asset consumption

ARI Average recurrence interval

BOD Biochemical (biological) oxygen demand

CRC Current replacement cost

CWMS Community wastewater management systems

DA Depreciable amount

DoH Department of Health

EF Earthworks/formation

AMP Asset Management Plan

RMP Risk Management Plan

MMS Maintenance management system

PCI Pavement condition index

RV Residual value

SS Suspended solids

vph Vehicles per hour


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GLOSSARY Annual service cost (ASC) An estimate of the cost that would be tendered, per annum, if tenders were called for the supply of a service to a performance specification for a fixed term. The Annual Service Cost includes operating, maintenance, depreciation, finance / opportunity and disposal costs, less revenue.

Asset class Grouping of assets of a similar nature and use in an entity's operations (AASB 166.37).

Asset condition assessment The process of continuous or periodic inspection, assessment, measurement and interpretation of the resultant data to indicate the condition of a specific asset so as to determine the need for some preventative or remedial action.

Asset management The combination of management, financial, economic, engineering and other practices applied to physical assets with the objective of providing the required level of service in the most cost effective manner.

Assets Future economic benefits controlled by the entity as a result of past transactions or other past events (AAS27.12).

Property, plant and equipment including infrastructure and other assets (such as furniture and fittings) with benefits expected to last more than 12 months.

Average annual asset consumption (AAAC)* The amount of a local government’s asset base consumed during a year. This may be calculated by dividing the Depreciable Amount (DA) by the Useful Life and totalled for each and every asset OR by dividing the Fair Value (Depreciated Replacement Cost) by the Remaining Life and totalled for each and every asset in an asset category or class.

Brownfield asset values** Asset (re)valuation values based on the cost to replace the asset including demolition and restoration costs.

Capital expansion expenditure Expenditure that extends an existing asset, at the same standard as is currently enjoyed by residents, to a new group of users. It is discretional expenditure, which increases future operating, and maintenance costs, because it increases Council’s asset base, but may be associated with additional revenue from the new user group, eg extending a drainage or road network, the provision of an oval or park in a new suburb for new residents.

Capital expenditure Relatively large (material) expenditure, which has benefits, expected to last for more than 12 months. Capital expenditure includes renewal, expansion and upgrade. Where capital projects involve a combination of renewal, expansion and / or upgrade expenditures, the total project cost needs to be allocated accordingly.

Capital funding Funding to pay for capital expenditure.

Capital grants Monies received generally tied to the specific projects for which they are granted, which are often upgrade and / or expansion or new investment proposals.

Capital investment expenditure See capital expenditure definition.

Capital new expenditure Expenditure which creates a new asset providing a new service to the community that did not exist beforehand. As it increases service potential it may impact revenue and will increase future operating and maintenance expenditure.

Capital renewal expenditure Expenditure on an existing asset, which returns the service potential or the life of the asset up to that which it had originally. It is periodically required expenditure, relatively large (material) in value compared with the value of the components or sub-components of the asset being renewed. As it reinstates existing service potential, it has no impact on revenue, but may reduce future operating and maintenance expenditure if completed at the optimum time, eg resurfacing or resheeting a material part of a road network, replacing a material section of a drainage network with pipes of the same capacity, resurfacing an oval. Where capital projects involve a combination of renewal, expansion and / or upgrade expenditures, the total project cost needs to be allocated accordingly.

Capital upgrade expenditure Expenditure, which enhances an existing asset to provide a higher level of service or expenditure that will increase the life of the asset beyond that which it had originally. Upgrade expenditure is discretional and often does not result in additional revenue unless direct user charges apply. It will increase operating and maintenance expenditure in the future because of the increase in the Council’s asset base, eg widening the sealed area of an existing road, replacing drainage pipes with pipes of a greater capacity, enlarging a grandstand at a sporting facility. Where capital projects involve a combination of renewal, expansion and / or upgrade expenditures, the total project cost needs to be allocated accordingly.


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Carrying amount The amount at which an asset is recognised after deducting any accumulated depreciation / amortisation and accumulated impairment losses thereon.

Class of assets See asset class definition.

Component An individual part of an asset which contributes to the composition of the whole and can be separated from or attached to an asset or a system.

Cost of an asset The amount of cash or cash equivalents paid or the fair value of the consideration given to acquire an asset at the time of its acquisition or construction, plus any costs necessary to place the asset into service. This includes one-off design and project management costs.

Current replacement cost (CRC) The cost the entity would incur to acquire the asset on the reporting date. The cost is measured by reference to the lowest cost at which the gross future economic benefits could be obtained in the normal course of business or the minimum it would cost, to replace the existing asset with a technologically modern equivalent new asset (not a second hand one) with the same economic benefits (gross service potential) allowing for any differences in the quantity and quality of output and in operating costs.

Current replacement cost “As New” (CRC) The current cost of replacing the original service potential of an existing asset, with a similar modern equivalent asset, ie the total cost of replacing an existing asset with an as NEW or similar asset expressed in current dollar values.

Cyclic maintenance** Replacement of higher value components / sub-components of assets that is undertaken on a regular cycle including repainting, building roof replacement, cycle, replacement of air conditioning equipment, etc. This work generally falls below the capital / maintenance threshold and needs to be identified in a specific maintenance budget allocation.

Depreciable amount The cost of an asset, or other amount substituted for its cost, less its residual value (AASB 116.6).

Depreciated replacement cost (DRC) The current replacement cost (CRC) of an asset less, where applicable, accumulated depreciation calculated on the basis of such cost to reflect the already consumed or expired future economic benefits of the asset.

Depreciation / amortisation The systematic allocation of the depreciable amount (service potential) of an asset over its useful life.

Economic life See useful life definition.

Expenditure The spending of money on goods and services. Expenditure includes recurrent and capital.

Fair value The amount for which an asset could be exchanged, or a liability settled, between knowledgeable, willing parties, in an arms length transaction.

Greenfield asset values ** Asset (re)valuation values based on the cost to initially acquire the asset.

Heritage asset An asset with historic, artistic, scientific, technological, geographical or environmental qualities that is held and maintained principally for its contribution to knowledge and culture and this purpose is central to the objectives of the entity holding it.

Impairment loss The amount by which the carrying amount of an asset exceeds its recoverable amount.

Infrastructure assets Physical assets of the entity or of another entity that contribute to meeting the public's need for access to major economic and social facilities and services, eg roads, drainage, footpaths and cycleways. These are typically large, interconnected networks or portfolios of composite assets. The components of these assets may be separately maintained, renewed or replaced individually so that the required level and standard of service from the network of assets is continuously sustained. Generally the components and hence the assets have long lives. They are fixed in place and often have no market value.

Investment property Property held to earn rentals or for capital appreciation or both, rather than for: (a) use in the production or supply of goods or services or for administrative purposes; or (b) sale in the ordinary course of business (AASB 140.5)

Level of service The defined service quality for a particular service against which service performance may be measured. Service levels usually relate to quality, quantity, reliability, responsiveness, environmental, acceptability and cost).


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Life cycle cost ** The life cycle cost (LCC) is average cost to provide the service over the longest asset life cycle. It comprises annual maintenance and asset consumption expense, represented by depreciation expense. The life cycle cost does not indicate the funds required to provide the service in a particular year.

Life Cycle Expenditure ** The life cycle expenditure (LCE) is the actual or planned annual maintenance and capital renewal expenditure incurred in providing the service in a particular year. Life cycle expenditure may be compared to life cycle expenditure to give an initial indicator of life cycle sustainability.

Loans / borrowings Loans result in funds being received which are then repaid over a period of time with interest (an additional cost). Their primary benefit is in ‘spreading the burden’ of capital expenditure over time. Although loans enable works to be completed sooner, they are only ultimately cost effective where the capital works funded (generally renewals) result in operating and maintenance cost savings, which are greater than the cost of the loan (interest and charges).

Maintenance and renewal gap Difference between estimated budgets and projected expenditures for maintenance and renewal of assets, totalled over a defined time (eg 5, 10 and 15 years).

Maintenance and renewal sustainability index Ratio of estimated budget to projected expenditure for maintenance and renewal of assets over a defined time (eg 5, 10 and 15 years).

Maintenance expenditure Recurrent expenditure, which is periodically or regularly required as part of the anticipated schedule of works required to ensure that the asset achieves its useful life and provides the required level of service. It is expenditure, which was anticipated in determining the asset’s useful life.

Materiality An item is material if its omission or misstatement could influence the economic decisions of users taken on the basis of the financial report. Materiality depends on the size and nature of the omission or misstatement judged in the surrounding circumstances.

Modern equivalent asset A structure similar to an existing structure and having the equivalent productive capacity, which could be built using modern materials, techniques and design. Replacement cost is the basis used to estimate the cost of constructing a modern equivalent asset.

Non-revenue generating investments Investments for the provision of goods and services to sustain or improve services to the community that are not expected to generate any savings or revenue to the Council, eg parks and playgrounds, footpaths, roads and bridges, libraries, etc.

Operating expenditure Recurrent expenditure, which is continuously required excluding maintenance and depreciation, eg power, fuel, staff, plant equipment, on-costs and overheads.

Pavement management system A systematic process for measuring and predicting the condition of road pavements and wearing surfaces over time and recommending corrective actions.

Planned maintenance** Repair work that is identified and managed through a maintenance management system (MMS). MMS activities include inspection, assessing the condition against failure / breakdown criteria / experience, prioritising scheduling, actioning the work and reporting what was done to develop a maintenance history and improve maintenance and service delivery performance.

PMS score A measure of condition of a road segment determined from a Pavement Management System.

Rate of annual asset consumption* A measure of average annual consumption of assets (AAAC) expressed as a percentage of the depreciable amount (AAAC/DA). Depreciation may be used for AAAC.

Rate of annual asset renewal* A measure of the rate at which assets are being renewed per annum expressed as a percentage of depreciable amount (capital renewal expenditure/DA).

Rate of annual asset upgrade* A measure of the rate at which assets are being upgraded and expanded per annum expressed as a percentage of depreciable amount (capital upgrade / expansion expenditure / DA).

Reactive maintenance Unplanned repair work carried out in response to service requests and management / supervisory directions.

Recoverable amount The higher of an asset's fair value less costs to sell and its value in use.


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Strategic Management Plan (SA)** Recurrent expenditure Documents Council objectives for a specified period (3-5 years), the principle activities to achieve the objectives, the means by which that will be carried out, estimated income and expenditure, measures to assess performance and how rating policy relates to the Council’s objectives and activities.

Relatively small (immaterial) expenditure or that which has benefits expected to last less than 12 months. Recurrent expenditure includes operating and maintenance expenditure.

Recurrent funding Funding to pay for recurrent expenditure.

Sub-component Smaller individual parts that make up a component part. Rehabilitation

See capital renewal expenditure definition above. Useful life Either: Remaining life (a) the period over which an asset is expected to be

available for use by an entity, or The time remaining until an asset ceases to provide the required service level or economic usefulness. Age plus remaining life is economic life. (b) the number of production or similar units expected to

be obtained from the asset by the entity. It is estimated or expected time between placing the asset into service and removing it from service, or the estimated period of time over which the future economic benefits embodied in a depreciable asset, are expected to be consumed by the council. It is the same as the economic life.

Renewal See capital renewal expenditure definition above.

Residual value The net amount which an entity expects to obtain for an asset at the end of its useful life after deducting the expected costs of disposal.

Value in use The present value of estimated future cash flows expected to arise from the continuing use of an asset and from its disposal at the end of its useful life. It is deemed to be depreciated replacement cost (DRC) for those assets whose future economic benefits are not primarily dependent on the asset's ability to generate new cash flows, where if deprived of the asset its future economic benefits would be replaced.

Revenue generating investments Investments for the provision of goods and services to sustain or improve services to the community that are expected to generate some savings or revenue to offset operating costs, eg public halls and theatres, childcare centres, sporting and recreation facilities, tourist information centres, etc.

Risk management The application of a formal process to the range of

possible values relating to key factors associated with a risk in order to determine the resultant ranges of outcomes and their probability of occurrence.

Source: DVC 2006, Glossary Note: Items shown * modified to use DA instead of CRC Additional glossary items shown **

Section or segment A self-contained part or piece of an infrastructure asset.

Service potential The capacity to provide goods and services in accordance with the entity's objectives, whether those objectives are the generation of net cash inflows or the provision of goods and services of a particular volume and quantity to the beneficiaries thereof.

Service potential remaining* A measure of the remaining life of assets expressed as a percentage of economic life. It is also a measure of the percentage of the asset’s potential to provide services that are still available for use in providing services (DRC/DA).


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1. EXECUTIVE SUMMARY What Council Provides Council provides an Information Technology (Knowledge Management) network to enable the delivery of services to the community which support the governance and accountability of Council. These services are provided in partnership with end users to enable a systematic process of capturing, organising, sharing and using information to enable us to meet our strategic objectives and deliver services to our Community.

What does it Cost? There are two key indicators of cost to provide the Information Technology service. The life cycle cost being the average cost over the life cycle of the asset and the total maintenance and capital renewal expenditure required to deliver existing service levels in the next 10 years covered by Council’s Long Term Financial Plan. This Asset Management plan based on our current level of service all dollar values are at 2009 costs.

The life cycle cost to provide the Information Technology service is estimated at $858,000 per annum. Council’s planned life cycle expenditure for year 1 of the plan is $996,000 which gives a life cycle sustainability index of 1.16.

The total maintenance and capital renewal expenditure for council owned It Assets required to provide the Information Technology service the in the next 10 years is estimated at $9,008,000. This is an average of $900,800 per annum

Council’s maintenance and capital renewal expenditure for year 1 of the $996,000 giving a 10 year sustainability index of 1.11.

Plans for the Future Council plans to operate and maintain the Information Technology network to achieve the following strategic objectives.

1. We are committed to meeting customer needs and providing well informed advice and direction so that users of our systems achieve the best possible outcomes. We aim to strive for excellence and best practice in technology, information management and service delivery to meet customer expectations at the highest level possible, subject to budget limitations

2. Ensure the Information Technology network is maintained at a safe and functional standard.

3. Build our capacity for excellence 4. Ensure we apply resources to meet short term

requirements and long term sustainability

Measuring our Performance Quality Information Technology & Knowledge Management Systems assets will be maintained in a reasonably usable condition. Defects found or reported that are outside our service standard will be repaired. See our maintenance response service levels (Appendix A) for details of defect prioritisation and response time.

Function Our intent is that an appropriate Information Technology network is maintained in partnership with other levels of government and stakeholders to the sustainable delivery of Knowledge Management Systems.

Information technology asset attributes will be maintained at a safe level and associated equipment be provided to ensure key functional objectives are met:

• Cultivate continuous improvement practice across the organisation

• Strategically develop and administer assets for maximum organisational and community benefit

The main functional consequence of the Knowledge Management Framework is to enable us to deliver more efficient and more effective services to our community, and thereby achieve Council’s strategic objectives by:

Applying a whole-of-organisation approach to the consideration and delivery of services and projects.

Ensuring that cost effective, integrated and innovative solutions can be delivered to meet challenges,

Broadening the understanding and ownership of knowledge management within the organisation

Safety We monitor all Information Technology and prioritise and repair defects in accordance with our inspection schedule to ensure they are safe and fully operational.

The Next Steps This actions resulting from this Asset Management Plan are:

• Information Technology hardware asset audit • Information Technology hardware asset barcoding • Software asset register


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2. INTRODUCTION

2.1 Background

This Asset Management Plan is to demonstrate responsive management of assets (and services provided from assets), compliance with regulatory requirements, and to communicate funding required providing the required levels of service.

Previous patterns of Information Technology assets have generally been opportunistic and driven by demand. The number of assets that City of Playford has acquired over time and the ad hoc nature of asset investment mean that the City of Playford’s resources to maintain and upgrade the asset have not been adequate. A contributing factor is also that changing technologies and perceptions about Knowledge Management Systems, to a large extent this will drive useful life and purchase decisions. The expectations associated with levels of service for Information Technology have changed over the years, staff and community need is a significant factor in the management of Technology assets... City of Playford recognises that its relationship with its communities is changing, and that communities are more involved in the levels of service and the consultation and decision making.

The IT Asset Management Plan is to be read with the following associated planning documents:

• Knowledge Management Strategy. • Knowledge and Systems Team Operational Plan. • Organisational Excellence Plan. • Economic Prosperity Plan. • Asset Management Strategy. • Council Plan. • Long Term Financial Plan. • Environmental Goal Plan. • Community Wellbeing Plan. • Emergency Response Plan. • IT Disaster Recovery Plan

This covers the following infrastructure assets:

Table 2.1. Assets covered by this plan Asset category Number of owned Items Replacement Value ($) Number of Leased

items Desktop 38 28,000 208

Laptops 42 84,000 54

Monitors 61 42,700 254

IT Infrastructure 1 100,000

Phones 314 194,500

Printers 63 82,200 13

Servers 33 279,500 3

Wyse Terminals 50 35,000

IT Other 62 380,000 9

TOTAL 376 1,225,900

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Assumptions This Plan is based on current service level and 2009 dollars. It does not take into consideration any new equipment or systems that may be implemented over the coming year.

Consulting or Contractor costs for implementation of replacement equipment have not been included in the replacement cost, however it is planned that this will be included in future revisions of this plan.

Exclusions

All leased assets are not included in replacement, although at some point in time in the future these leased assets may be owned by the City of Playford.

Council software is not currently included in the asset management database, although these assets will be included in future revisions of this plan.

Key stakeholders in the preparation and implementation of this are:

Asset Strategy Governance and Asset Management Strategies

Knowledge Management Steering Committee

Knowledge Management Framework

Knowledge and System Services Team

Operational and service levels, data information and analysis

Finance Team Long Term Financial Plans and operational financial data

2.2 Goals and Objectives of Asset Management

The Council exists to provide services to its community. Some of these services are provided by IT assets. Council has acquired IT assets by ‘purchase’, by contract, or operating lease to meet increased levels of service.

Council’s goal in managing IT assets is to meet the required level of service in the most cost effective manner for present and future consumers. The key elements of IT asset management are:

• Taking a life cycle approach. • Developing cost-effective management strategies for the long term. • Providing a defined level of service and monitoring performance. • Understanding and meeting the demands of growth through demand management and

Technology investment. • Managing risks associated with asset failures. • Sustainable use of physical resources. • Continuous improvement in asset management practices.1

This is prepared under the direction of Council’s vision, mission, goals and objectives.

1 IIMM 2006 Sec 1.1.3, p 1.3

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Asset Strategy Statement

The City of Playford is committed to the sustainable provision of built and natural assets that contribute to community wellbeing. We will achieve this through community driven service levels and asset wise application of integrated knowledge management and financial systems.

Knowledge Management mission is:

Knowledge Management is the systematic process of capturing, organising, sharing and using information to enable us to meet our strategic objectives and deliver services to our Community.

Relevant Council goals and objectives and how these are addressed in this are:

Table 2.2. Council Goals and how these are addressed in this Plan

Goal Objective How Goal and Objectives are addressed in AMP

Build our capacity for excellence

2.5 Cultivate continuous improvement practice across the organisation 2.2 Empower Elected Members, staff and volunteers to perform to the best of their ability

Further develop systems that enable the collection, analysis and sharing of knowledge Ensure that assets are managed appropriately to allow users to access tools and systems to deliver services

Ensure we apply resources to meet short term requirements and long term sustainability

3.1 Strategically develop and administer assets for maximum community benefit 3.5 Encourage environmentally sustainable practice across the organisation

Development of Asset Management Plans for technology assets Ensure the procurement system supports and promotes value for money purchases and efficiency in addition to environmental impacts

Align our efforts towards the community vision and goals for the City of Playford

1.3 Support clear, concise and transparent decision making 1.4 Deliver high levels of internal and external customer service

Ensure that assets are managed appropriately to allow users to access appropriate tools and systems to deliver services

2.3 Plan Framework

Key elements of the plan are:

• Levels of service – specifies the services and levels of service to be provided by Council. • Future demand – how this will impact on future service delivery and how this is to be met. • Life cycle management – how Council will manage its existing and future assets to provide the

required services. • Financial summary – what funds are required to provide the required services. • Asset management practices. • Monitoring – how the plan will be monitored to ensure it is meeting Council’s objectives. • Asset Management Improvement Plan.

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A road map for preparing an Asset Management Plan is shown below.

Road Map for preparing an Asset Management Plan Source: IIMM Fig 1.5.1, p 1.11

2.4 Core and Advanced Asset Management

This IT Asset Management Plan is prepared as a ‘core’ asset management plan in accordance with the International Infrastructure Management Manual. It is prepared to meet minimum legislative and organisational requirements for sustainable service delivery and long term financial planning and reporting. Core asset management is a ‘top down’ approach where analysis is applied at the ‘system’ or ‘network’ level

Future revisions of this will move towards ‘advanced’ asset management using a ‘bottom up’ approach for gathering asset information for individual assets to support the optimisation of activities and programs to meet agreed service levels.


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3. LEVELS OF SERVICE

3.1 Customer Research and Expectations

In 2009, the City of Playford commissioned the Ehrenberg-Bass Institute for Marketing Science to undertake a customer satisfaction survey of residents of the City of Playford. This research tracks City of Playford residents’ perceptions of Council services and overall performance. A sample of approximately 600 randomly selected residents of the City of Playford, at least 18 years of age or over, was interviewed by telephone on a range of issues relating to Council services as well as a range of ad hoc issues. The rating is based on a 1-10 scale, 10 being the most highly rated. This study was carried out in August 2009, and builds upon several previous surveys addressing similar questions. The initial benchmark research was conducted in July 2001, with subsequent studies carried out in 2002, 2003, 2004, 2005 and 2007. Each of these previous studies was conducted by the Ehrenberg-Bass Institute, ensuring a continuity of methodology and comparability of results across surveys. The objectives of this research are to assist Council management in:

• Understanding the needs and expectations of residents in the design. • Delivery of Council services. • Evaluating the effectiveness of Council services and programs. • Allocating resources across Council services and programs. • The main body of this report details the findings from the 2009 survey and, where applicable,

compares these results against those of 2007.

Table 3.1. Community Satisfaction Survey Levels

2007 2009 Sig. Change

Community Assets n Av. n Av. I like the COP’s community buildings, such as the Civic Centre and the Grenville Hub. 519 7.5 368 7.7 o

Parks, gardens and playgrounds are well maintained 576 7.4 381 7.1 o I am happy with the public transport available in the City of Playford 443 6.7 311 6.5 o

2007 2009 Sig. Change Recreation and Leisure n Av. n Av. The Aquadome facilities and programs are just what I want 206 6.8 127 7.5 + Ovals and Sporting grounds are well maintained 551 7.5 356 7.3 o The provision and maintenance of bicycle paths 397 6.0 246 6.1 o The provision and maintenance of walking paths is excellent 565 5.7 366 5.8 o

Before renovation

Since renovation Sig. Difference

Recreation and Leisure n Av. n Av.

The Aquadome facilities and programs are just what I want 114 7.9 39 8.7 +

2007 2009 Sig. Change Crime and Safety n Av. n Av. I always feel safe in the COP 598 6.4 400 6.0 - Crime prevention is well managed 534 5.8 380 5.8 o There is too much graffiti in my area 594 5.7 399 5.7 o Graffiti and vandalism control is effective 580 5.8 389 5.6 o

2007 2009 Sig. Change Access and Community Services n Av. n Av. I am very happy with the Home Assist program 67 8.8 33 9.2 o Staff at the Immunisation service are pleasant and helpful 105 8.6 73 9.1 o There is enough disabled access 418 6.3 282 6.3 o

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Liveable Environment n Av. n Av. There is enough greenery 601 7.1 402 7.2 o The Council is environmentally responsible 530 6.8 358 7.0 o The appearance of the City of Playford is very pleasant 603 7.1 401 6.8 - Overall verge maintenance is satisfactory 589 6.2 389 6.0 o

2007 2009 Sig. Change Waste Management n Av. n Av. I am satisfied with the garbage collection service provided 604 8.1 400 8.3 o The streets are clean 604 7.0 401 6.9 o Litter control is effective 590 6.6 396 6.5 o The Council keeps our waterways clean and free of rubbish 516 6.2 351 6.2 o

2007 2009 Sig. Change Economic Prosperity n Av. n Av. Street signage and numbering is clear 599 6.7 399 6.7 o The main roads are well maintained 600 6.6 396 6.4 o The street lighting is adequate 590 6.4 396 6.3 o Stormwater drainage is adequate 566 6.4 382 6.3 o The side roads are well maintained 589 6.0 395 5.8 o Footpaths are well maintained 580 5.3 389 5.5 o


Communications n Av. n Av. The Community Directory is easy to use 209 7.8 105 8.2 o The City of Playford communicates well with its residents 572 6.1 374 6.1 o

2007 2009 Sig. Change Governance and Strategy n Av. n Av. The Council plans for the future - - 342 7.0 o The Council is inclusive of diverse groups within the community - - 301 6.9 o The Council is open and accountable to the community in its operations - - 352 6.5 o The Council’s goals and vision are clear and communicated to residents 544 6.1 355 6.4 o The Council invites participation of residents in decision making 498 5.8 333 6.4 +


Governance and Strategy n Av. n Av. The Council is responsive to community needs - - 353 6.3 o The Council delivers on its promises to the community - - 326 6.2 o Elected Council members do their job of representing my views well 470 5.7 314 6.1 + Overall satisfaction score

2007 2009 Sig. Change Global Satisfaction n Av. n Av. Overall satisfaction with the City of Playford / 100 605 74 400 74 o Council uses this information in developing the Strategic Management Plan and in allocation of resources in the budget.

3.2 Legislative Requirements

Council has to meet many legislative requirements including Australian and State legislation and State regulations. These include:

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Table 3.2. Legislative Requirements

Legislation Requirement

Local Government Act Sets out role, purpose, responsibilities and powers of local governments including the preparation for sustainable service delivery.

State records Act Sets out responsibilities and requirements in relation to the management of Council records.

Freedom of Information Sets out the framework for processing requests for Council information and records.

Building Code of Australia The BCA contains technical provisions for the design and construction of buildings and other structures, covering such matters as structure, fire resistance, access and egress, services and equipment, and certain aspects of health and amenity.

OHS&W Act 1986 To secure the health, safety and welfare of persons at work.

To eliminate, at their source, risks to the health, safety and welfare of persons at work.

To protect the public against risks to health or safety arising out of or in connection with the activities of persons at work, or the use of operation of various types of plant.

Disability Discrimination Act-1992 Contains powers for City of Playford to install and remove traffic control devices.

Privacy Act Sets out the framework for the management of individual’s private information.

3.3 Current Levels of Service

In an Information Technology framework there are two aspects to service level, in particular the assets we provide and how often they are replaced are determined by age rather than by a specific condition of the asset. Useful life of hardware assets is defined in the table below.

Useful life still takes into account:

• Services (hardware and software) provided to users – replacement of which is most often determined by age and technological development rather than deterioration of an asset;

• Availability of those services we provide in terms of systems and other user problem resolution.

The other aspect that defines our service level is in relation to availability of systems and problem resolution.

Council’s current service levels are detailed in Table 3.3.

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Table 3.3. Current Service Levels

Service Provided Target

Application Availability 95%

Problem Resolution

Depending on severity of affect. Resolution and feedback provided on

problems.

An average of 75% to 90% completed within set timeframe - depending on priority

1 – 24 -48 hours

2 – 5 Business Days



Application Upgrades

Performed out of hours Timing negotiated with key stakeholders

As Required to meet business needs

GIS Mapping Requests

Requests completed within 1 to 2 weeks and completion date confirmed.

95% Completed within set timeframe

Computer cabling or moves

Cabling will be installed and commissioned in 5 working days. (or at an agreed timeframe that is negotiated with our cabling contractor)


Information Management unit processing of mail

Scan and register corporately significant incoming mail by 2pm on day of receipt.

Scan and register facsimiles and Playford E-mail into EDMS within 2 hours of receipt

Retrieve records from offsite storage within 3 working days of request or by negotiation with client (urgent or complex search)


Outgoing mail processing

Process outgoing mail and deliver to Australia Post daily at 3.00pm.

3.4 Desired Levels of Service

At present, indications of desired levels of service are obtained from various sources including the LGASA Customer Satisfaction survey, resident’s feedback to Councillors and staff, service requests and correspondence. Council has yet to quantify desired levels of service. This will be done in future revisions of this plan.

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4. FUTURE DEMAND

4.1 Demand Forecast

Factors affecting demand include population change, changes in demographics, seasonal factors, vehicle ownership, consumer preferences and expectations, economic factors, agricultural practices, environmental awareness, technological developments, etc.

Demand factor trends and impacts on service delivery are summarised in Table 4.1.

Table 4.1. Demand Factors, Projections and Impact on Services

Demand factor Present position Projection Impact on services Increase End Users and Remote Community Services

Resources are allocated to what we can fund or provide, not service driven.

Increased Staff and Community users due to 100% population growth within the next 20-30 yrs.

Increased need for Information technology assets and systems (software). Increase costs and resourcing.

Demographics Reactive approach for any changes in demographics and population growth.

A significant increase for this need due to aging and multicultural community.

Changing customer demands which will result in a greater focus on online services.

Environmental Implementation of environmentally friendly equipment when renewal is due.

Reduce and measure our carbon footprint.

Possible new software for reporting and greater focus on environmental cost of systems and technology.

4.2 Changes in Technology

Technology changes are forecast to affect the delivery of services covered by this plan in the following areas.

Table 4.2. Changes in Technology and Forecast effect on Service Delivery

Technology Change Effect on Service Delivery

Virtualisation Change in the way systems and applications are delivered and maintained. New skill sets required by team members and increased demand on vendors to deliver appropriate solutions.

Cloud Computing Change in the potential location and ownership structure of assets, greater focus on governance arrangements.

Remote Computing Multiple solutions required to deliver applications and information in order to meet changing business needs.

New Technology Trends New trends can drive decision making or solution selection processes or require replacement of equipment earlier than originally planned.

4.3 Demand Management Plan

Demand for new services will be managed through a combination of managing existing assets, upgrading of existing assets and providing new assets to meet demand and demand management. Demand management practices include non-asset solutions, insuring against risks and managing failures.

Opportunities identified to date for demand management are shown in Table 4.3. Further opportunities will be developed in future revisions of this plan.

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Table 4.3. Demand Management Plan Summary

Service Activity Demand Management Plan

Planning Information Technology will aim to realise the following actions within the City’s Organisational Excellence and Environmental Care Goal Plans:

Ensure that we are providing systems and solutions to enable staff to deliver appropriate services to the community.

Ensure staff have access to tools that enable efficiency and productivity in the delivery of services.

Enable Council to move towards best practice in relation to is technology systems and equipment.

Service Delivery To ensure that the services required are driving the demand for our IT assets.

Financial Developing long term Financial Management plans to ensure financial sustainability.

4.4 New Assets from Growth

Currently new assets from growth are funded by the initiating business unit, there is currently no provision to fund ongoing management and replacement of these new assets.

Figure 1. New Assets from Growth

Acquiring these new assets will commit Council to fund ongoing operations and maintenance costs for the period that the service provided from the assets is required. There is currently no Growth Modelling for Information Technology Assets; this will be developed in future revisions of this plan.

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5. LIFECYCLE MANAGEMENT PLAN The Lifecycle Management Plan details how Council plans to manage and operate the assets at the agreed levels of service (defined in Section 3) while optimising life cycle costs.

5.1 Background Data

This data only covers currently owned assets, there are a significant number of assets that are currently leased by council which may at a future point in time become an asset of Council. These assets still require ongoing maintenance and replacement at end of life but have not been specifically addressed in this version of the plan. It is anticipated that this will be an element of consideration in future revisions of this plan.

5.1.1 Physical parameters

The Council owned assets covered by this are shown below.

Asset category Number of Items

Desktop 38

Laptops 42

Monitors 61

IT Infrastructure 1

Phones 26

Printers 63

Servers 33

Wyse Terminals 50

IT Other 62

TOTAL 376

For the purpose of this AMP IT assets have been grouped by like components. The useful life of an asset is defined as a period over which a depreciable asset is expected to be fully utilised, however, this period can be significantly impacted by City of Playford’s maintenance practices. Estimated life expectancy of IT assets are detailed in the table below.

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Category Sub Category

Useful Life Cost Comments

Server 3 years in Production then 3 years in DR/Training

Normally leased, purchased with 3yr Warranty

Laptops 3 – 4 years $2,000 Purchased with 3yr Warranty and docking station. Extra Power Supply, mouse, Bag

Desktops General 4-5 years $1,100 Purchased with 3yr Warranty Application

Driven 3 years $1,100 Purchased with 3yr Warranty -

For specialist applications Wyse Terminal

5-7 years $600 Purchased with 3yr Warranty - do not need

Monitors 5 years $700 Purchased with 3 yr warranty – do we record total number by size or individual with Serial Number?

Switches 5 years Leased with Maint/Warranty UPS 5-7 years Serviced annually Infrastructure Tape Drive 3-5 years Technology will make this

redundant and growth of systems will require upgrade

Fibre 10-15 years Or until technology make this redundant

Other Various Software To be looked at

later

Printers Heavy Duty Laser

5-6 years $4,000

All in One 3 years $1,000 All in one or deskjet printers Mobile devices

Blackberries 2-3 years $800

Phones 2-3-years $200 Other 2-3-years Tough books, palms, GPS Auxiliary equipment

External Hard Drives

3-5 years

External CD Drives

2-3 years

Data Projectors

3 years

Modem - Router

3-5 years $200-$300

Phones

5-8 years Obsolete when new system installed - this is not envisaged in the near future

Photocopiers

Life of lease Lease can be renegotiated if technology surpasses current situation

Scanners 3-6 years Records

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The age profile of Council’s assets is shown below.

Figure 2. Asset Age Profile

5.1.2 Asset capacity and performance

Council’s services are generally provided to meet design standards where these are available.

Locations where deficiencies in service performance are known are detailed in Table 5.1.2.

Table 5.1.2. Known Service Performance Deficiencies

Activity Service Deficiency

Equipment Failure No resource for failures and effect to business continuity.

Underutilised central knowledge management systems

Increased load demands on infrastructure and resources.

Staff Training Increased Customer Service request, which impacts on operational service delivery.

The above service deficiencies were identified from Customer Requests and knowledge management framework.


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5.1.3 Asset condition

The condition profile of Council’s assets is shown below.

Figure 3. Asset Condition Profile

Due to relative short life of Information Technology assets condition is not a key driver for renewal, technology and service drive requirements is the performance measure. Future versions of the plan will address condition rating for longer lived assets.

Condition is measured using a 1 to 5 rating system.2

Rating Description of Condition

5 Excellent condition: Only planned maintenance required.

4 Very good: Minor maintenance required plus planned maintenance.

3 Good: Significant maintenance required.

2 Average: Significant renewal / upgrade required.

1 Poor: Unserviceable.

5.1.4 Asset valuations

The value of assets as at 2009 covered by this is summarised below. Assets were last revalued at 2009. Assets are valued replacement rates.

Current Replacement Cost $1,248,000

Depreciable Amount $1,042,000

Depreciated Replacement Cost $456,000

Annual Depreciation Expense $242,000 Council’s sustainability reporting reports the rate of annual asset consumption and compares this to asset renewal and asset upgrade and expansion.

Asset Consumption 23.2%

Asset renewal 27.1%

Annual Upgrade / expansion 0 The Asset renewal as a percentage is greater than the Asset consumption due to the current replacement costs is based on the total renewal of the asset with no residual.

5.2 Risk Management Plan

An assessment of risks3 associated with service delivery from IT assets has identified critical risks to Council. The risk assessment process identifies credible risks, the likelihood of the risk event occurring, the consequences should the event occur, develops a risk rating, evaluates the risk and develops a risk treatment plan for non-acceptable risks.

Critical risks, being those assessed as ‘Very High’ - requiring immediate corrective action and ‘High’ – requiring prioritised corrective action identified in the Risk Management Plan are summarised in Table 5.2.

2 IIMM 2006, Appendix B, p B:1-3 (‘cyclic’ modified to ‘planned’) 3 Reference to Councils’ Risk Management strategies and controls

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Table 5.2. Critical Risks and Treatment Plans

Asset at Risk What can Happen Risk Rating (VH, H)

Risk Treatment Plan

Information Technology

Automated or user-initiated network-aware attacks (viruses, worms, trojan horses, peer-to-peer

Destroyed files Exposed data Lost productivity Lost machine control Lost IT staff time to rebuild machines

Medium Maintain user rights, monitoring systems and policies. Update Anti virus software, Manage user logins and backup systems.


Malicious system misuse

Ownership of shared resources (e.g. Web sites, research data) Any resource with a password Exposed data

Medium Maintain user rights, monitoring systems and policies.


Unmanaged (uncontrolled) software installation

(“unknown” items installed along with intended items; untested or unstable programs that interfere with supported applications) System reliability Lost productivity

Medium Monitor and Unistall detected software and restore systems.


Assets more than 4 years old Specialty, unique systems

Non-replaceable equipment (no longer manufactured); operating systems no longer supported by vendor.

Medium Proactive procurement and Understanding Industry movements.


Unavailability of departmental IT equipment/services

due to damage from burst water pipes, power failure, hard drive failure, confiscation by law enforcement for cybercrime investigation, denial of service attack, need to rebuild OS, human error, theft, etc.

Medium Building modification and Maintenance, Building Design. Backup and recovery systems.


Unavailability of central IT equipment / services or voice communication services

Due to network failure, equipment failure, denial of service attack, telecom overloads, etc.

Medium Business Continuity Plan and Backup of systems.

5.3 Routine Maintenance Plan

Routine maintenance is the regular ongoing work that is necessary to keep assets operating, including instances where portions of the asset fail and need immediate repair to make the asset operational again.

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5.3.1 Maintenance plan

Maintenance includes reactive, planned and cyclic maintenance work activities.

Reactive maintenance is unplanned repair work carried out in response to service requests and management/supervisory directions.

Planned maintenance is repair work that is identified and managed through a maintenance management system (MMS). MMS activities include inspection, assessing the condition against failure / breakdown experience, prioritising, scheduling, actioning the work and reporting what was done to develop a maintenance history and improve maintenance and service delivery performance.

Cyclic maintenance is replacement of higher value components / sub-components of assets that are undertaken on a regular cycle including repainting, building roof replacement, etc. This work generally falls below the capital / maintenance threshold.

Maintenance expenditure trends are shown below in Table 5.3.1.

Table 5.3.1. Maintenance Expenditure Trends

Maintenance Expenditure Year Reactive Planned Cyclic

2007/2008 $286,809 $286,809 $

2008/2009 $298,760 $298,760 $

2009/2010 $123,200 $492,800 $

Maintenance expenditure levels are considered to be adequate OR inadequate to meet required service levels. Future revision of this will include linking required maintenance expenditures with required service levels.

Reactive maintenance is carried out in accordance with response levels of service detailed in Appendix A.

5.3.2 Standards and specifications

Maintenance work is carried out in accordance with the manufacturers Standards and Specifications for specific equipment types.

Service Provided Target

Hardware as per manufacturer warranty conditions

Software as per manufacturer warranty conditions

5.3.3 Summary of future maintenance expenditures

Future maintenance expenditure is forecast to trend in line with the value of the asset stock as shown in figure 4. Note that all costs are shown in current 2009 dollar values.

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Figure 4. Planned Maintenance Expenditure

Deferred maintenance, ie works that are identified for maintenance and unable to be funded are to be included in the risk assessment process in the IT Risk Management Plan.

Maintenance is funded from Council’s operating budget and grants where available. This is further discussed in Section 6.2.

5.4 Renewal / Replacement Plan

Renewal expenditure is major work which does not increase the asset’s design capacity but restores, rehabilitates, replaces or renews an existing asset to its original service potential. Work over and above restoring an asset to original service potential is upgrade / expansion or new works expenditure.

5.4.1 Renewal plan

Assets requiring renewal are identified from estimates of remaining life obtained from the asset register through the ‘Renewal Model’. Candidate proposals are inspected to verify accuracy of remaining life estimate and to develop a preliminary renewal estimate. Verified proposals are ranked by priority and available funds and scheduled in future works programmes. The priority ranking criteria is detailed in Table 5.4.1.

Table 5.4.1. Renewal Priority Ranking Criteria

Criteria Weighting

Age No current weighting Technology No current weighting Service Level No current weighting Total No current weighting Renewal will be undertaken using ‘low cost’ renewal methods where practical. The aim of ‘low cost’ renewals is to restore the service potential or future economic benefits of the asset by renewing the assets at a cost less than replacement cost.


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Examples of low cost renewal include:

• Lease vs Purchase.

• The ability to tender bulk IT Assets eg monitors.

• Standardisation of IT equipment.

• Virtualisation.

• Virtual Desktop computers.

5.4.2 Renewal standards

Renewal work is carried out in carried out in accordance with consideration of industry current best practice and user or system requirements.

5.4.3 Summary of future renewal expenditure

Projected future renewal expenditures are forecast to increase over time as the asset stock ages. The costs are summarised in Figure 5. Note that all costs are shown in current 2009 dollar values.

The projected capital renewal program is shown in Appendix B.

Figure 5. Projected Capital Renewal Expenditure

.

Deferred renewal, ie those assets identified for renewal and not scheduled for renewal in capital works programs are to be included in the risk assessment process in the Risk Management Plan.

Renewals are to be funded from Council’s Capital Works Program and grants where available. This is further discussed in Section 6.2.


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5.5 Creation / Acquisition / Upgrade Plan

New works are those works that create a new asset that did not previously exist, or works which upgrade or improve an existing asset beyond its existing capacity. They may result from growth, social or environmental needs.

5.5.1 Selection criteria

New assets and upgrade / expansion of existing assets are identified from various sources such as councillor or service requests, proposals identified by strategic plans or partnerships with other organisations. Candidate proposals are inspected to verify need and to develop a preliminary renewal estimate. Verified proposals are ranked by priority and available funds and scheduled in future works programmes. The priority ranking criteria is detailed below.

Table 5.5.1. New Assets Priority Ranking Criteria

Criteria Weighting

Alignment with Council Plan and Goal Committee Priorities

No Current weighting

Funding within 10 Year Financial Plan No Current weighting

Current Service Level No Current weighting

Legislative OHS&W No Current weighting

5.5.2 Standards and specifications

Standards and specifications for new assets and for upgrade / expansion of existing assets are the same as those for renewal shown in Section 5.4.2.

5.5.3 Summary of future upgrade / new assets expenditure

Planned upgrade / new asset expenditures are summarised in Figure 6. The planned upgrade / new capital works program is shown in Appendix C. All costs are shown in current 2009 dollar values.

Figure 6. Planned Capital Upgrade / New Asset Expenditure

There are no upgrades or New Asset Expenditure, This will be reviewed in future revisions of the Asset Management Plan. New assets and services are to be funded from Council’s capital works program and grants where available. This is further discussed in Section 6.2.

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5.6 Disposal Plan

Disposal includes any activity associated with disposal of a decommissioned asset including sale, demolition or relocation. Assets identified for possible decommissioning and disposal are shown in Table 5.6. These assets will be further reinvestigated to determine the required levels of service and see what options are available for alternate service delivery, if any.

Table 5.6. Assets identified for Disposal

Asset Reason for Disposal Timing Cashflow from disposal

No Assets Identified in this Version of the Plan

End of useful life and no future use identified

when assets are replaced

Assets are donated to identified community groups or services

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6. FINANCIAL SUMMARY This section contains the financial requirements resulting from all the information presented in the previous sections of this plan. The financial projections will be improved as further information becomes available on desired levels of service and current and projected future asset performance.

6.1 Financial Statements and Projections

The financial projections are shown in figure 7 for planned operating (operations and maintenance) and capital expenditure (renewal and upgrade / expansion / new assets).

Figure 7. Planned Operating and Capital Expenditure

Note that all costs are shown in current 2009 dollar values.

6.1.1 Sustainability of service delivery

There are two key indicators for financial sustainability that have been considered in the analysis of the services provided by this asset category, these being long term life cycle costs and medium term costs over the 10 year financial planning period.

Long term - Life Cycle Cost

Life cycle costs (or whole of life costs) are the average costs that are required to sustain the service levels over the longest asset life. Life cycle costs include maintenance and asset consumption (depreciation expense). The annual average life cycle cost for the services covered in this is $858,000.

Life cycle costs can be compared to life cycle expenditure to give an indicator of sustainability in service provision. Life cycle expenditure includes maintenance plus capital renewal expenditure. Life cycle


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expenditure will vary depending on the timing of asset renewals. The life cycle expenditure at the start of the plan is $996,000.

A gap between life cycle costs and life cycle expenditure gives an indication as to whether present consumers are paying their share of the assets they are consuming each year. The purpose of this Information Technology is to identify levels of service that the community needs and can afford and develop the necessary strategy to provide the service in a sustainable manner.

The life cycle sustainability index is 1.16.

Medium term – 10 year financial planning period

This identifies the estimated maintenance and capital expenditures required to provide an agreed level of service to the community over a 20 year period for input into a 10 year financial plan and funding plan to provide the service in a sustainable manner.

This may be compared to existing or planned expenditures in the 20 year period to identify any gap. In a core, a gap is generally due to increasing asset renewals.

Figure 8 shows the projected asset renewals in the 20 year planning period from the asset register. The projected asset renewals are compared to planned renewal expenditure in the capital works program and capital renewal expenditure in year 1 of the planning period as shown in Figure 8. Table 6.1.1 shows the annual and cumulative funding gap between projected and planned renewals.

Figure 8. Projected and Planned Renewals and Current Renewal Expenditure

Table 6.1.1 shows the gap between projected and planned renewals.


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Table 6.1.1 Projected and Planned Renewals and Expenditure Gap

Planned Expenditures for Long Term Financial Plan (Information Technology 2010)

Year End June 30

Total Operations Expenditure

($'000)

Total MaintenanceExpenditure

($'000)

ProjectedCapital

RenewalExpenditure

($'000)

Planned Capital

Upgrade/NewExpenditure

($'000)

Planned Disposals

($'000)

Planned Capital

Renewal Expenditure

($'000)

2010 $941.00 $616.00 $377.30 $0.00 $0.00 $380.80

2011 $941.00 $616.00 $12.50 $0.00 $0.00 $12.50

2012 $941.00 $616.00 $438.40 $0.00 $0.00 $438.40

2013 $941.00 $616.00 $366.70 $0.00 $0.00 $366.70

2014 $941.00 $616.00 $210.60 $0.00 $0.00 $207.10

2015 $941.00 $616.00 $385.70 $0.00 $0.00 $389.20

2016 $941.00 $616.00 $153.00 $0.00 $0.00 $153.00

2017 $941.00 $616.00 $379.60 $0.00 $0.00 $379.60

2018 $941.00 $616.00 $174.10 $0.00 $0.00 $174.10

2019 $941.00 $616.00 $351.00 $0.00 $0.00 $347.50

2020 $941.00 $616.00 $229.20 $0.00 $0.00 $232.70

2021 $941.00 $616.00 $275.20 $0.00 $0.00 $275.20

2022 $941.00 $616.00 $433.50 $0.00 $0.00 $433.50

2023 $941.00 $616.00 $111.50 $0.00 $0.00 $111.50

2024 $941.00 $616.00 $355.00 $0.00 $0.00 $351.50

2025 $941.00 $616.00 $323.40 $0.00 $0.00 $476.90

2026 $941.00 $616.00 $22.10 $0.00 $0.00 $22.10

2027 $941.00 $616.00 $281.90 $0.00 $0.00 $441.90

2028 $941.00 $616.00 $2.00 $0.00 $0.00 $152.00

2029 $941.00 $616.00 $306.20 $0.00 $0.00 $302.70

Providing services in a sustainable manner will require matching of projected asset renewals to meet agreed service levels with planned capital works programs and available revenue.

A gap between projected asset renewals, planned asset renewals and funding indicates that further work is required to manage required service levels and funding to eliminate any funding gap.

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Council will manage the ‘gap’ by developing this plan to provide guidance on future service levels and resources required to provide these services.

Council’s covers the first 10 years of the 20 year planning period. The total maintenance and capital renewal expenditure required over the 10 years is $9,008,000.

This is an average expenditure of $900,800. Estimated maintenance and capital renewal expenditure in year 1 is $936,000. The 10 year sustainability index is 1.11.

6.2 Funding Strategy

Projected expenditure identified in Section 6.1 is to be funded from Council’s operating and capital budgets. The funding strategy is detailed in the Council’s 10 year Long Term Financial Plan.

Achieving the financial strategy will require informing the Long Term Plan, and link our Asset Provision to the Service Delivery and developing Growth and future demand Modelling.

6.3 Valuation Forecasts

Asset values are forecast to increase as additional assets are added to the asset stock from construction and acquisition by Council and from assets constructed by land developers and others and donated to Council. Figure 9 shows the projected replacement cost asset values over the planning period in current 2009 dollar values.

Figure 9. Projected Asset Values


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Depreciation expense values are forecast in line with asset values as shown in Figure 10.

Figure 10. Projected Depreciation Expense

The depreciated replacement cost (current replacement cost less accumulated depreciation) will vary over the forecast period depending on the rates of addition of new assets, disposal of old assets and consumption and renewal of existing assets. Forecast of the assets’ depreciated replacement cost is shown in figure 11.

Figure 11. Projected Depreciated Replacement Cost


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6.4 Key Assumptions made in Financial Forecasts

This section details the key assumptions made in presenting the information contained in this and in preparing forecasts of required operating and capital expenditure and asset values, depreciation expense and carrying amount estimates. It is presented to enable readers to gain an understanding of the levels of confidence in the data behind the financial forecasts.

Key assumptions made in this are:

This section details the key assumptions made in presenting the information contained in this Asset Management Plan and in preparing forecasts of required operating and capital expenditure and asset values, depreciation expense and carrying amount estimates. It is presented to enable readers to gain an understanding of the levels of confidence in the data behind the financial forecasts.

Key assumptions made in this Asset Management Plan are:

• Replacement Capital is calculated only for currently owned assets.

• Additional implementation costs have not been included.

• Leased asset replacement has not been included in this plan although at the time these assets are due for replacement they will be owned by Council.

• Software assets have not been included.

• Maintenance costs have been calculated for all assets including leased assets and software.

Accuracy of future financial forecasts may be improved in future revisions of this IT Asset Management Plan by the following actions:

• Improved tracking of operation / maintenance and rehabilitation costs.

• Centralised asset management and data analysis.

• Asset audit and improved data collection.

• Ongoing review and identification of limitations and application of improved processes.

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7. ASSET MANAGEMENT PRACTICES

7.1 Accounting / Financial Systems

The City of Playford uses the JD Edwards Enterprise One (JDE) financial system. JDE has an Asset Database module and a General Ledger module. The Asset module references transactions from the GL module through an asset number field. Transfer of financial information from the GL to the Asset module is automatic.

The City of Playford also uses the life cycle program as a stand alone asset management database for all infrastructure assets. Asset data is manually transferred (at a Group level) into the General Ledger (JDE).

The finance system is the responsibility of the finance function. The lifecycle asset management database is the joint responsibility of the Asset Strategy function and the Knowledge and System Services function.

The City of Playford prepares general purpose financial reports in accordance with Australian equivalents to International Financial Reporting Standards (AIFRS) as they apply to not-for-profit entities, other authoritative pronouncements of the Australian Accounting Standards Board, Urgent Issues Group Interpretations (UIGs) and relevant South Australian legislation.

Accounting for Property, Plant, Equipment and Infrastructure Policy, the objective of this policy is to provide guidance around identifying, classifying, valuing, recording and disposing of non-current physical assets. This will provide for greater understanding and accuracy of City of Playford’s capital requirements and depreciation expenses in the context of financial sustainability and intergenerational equity as well as ensuring that City of Playford is meeting its statutory reporting obligations.

Any changes to our current financial systems will be driven from the Service review and the asset strategy framework.

7.2 Asset Management Systems

The data collected on the assets is stored in life cycle; this system operates as an inventory capture and assets management tool. It is used to forecast replacement upgrade requirements on a long term basis. The main advantage of having the assets stored on this system is the ability to have the information live and updated at all times.

Prepare Long Term Financial Plans to manage assets at lowest possible cost whilst controlling exposure to risk and loss.

The linked from our AM system to our financial systems requires future development there is still data that is either duplicated or manually transferred to each system. These issues are currently being address and will be considered during the next revaluation of our assets.

7.3 Information flow requirements and processes

The key information flows into this IT Asset Management Plan are:

• The asset register data on type, age, value, and remaining life of the equipment. • The adopted service levels. • Projections of various factors affecting future demand for services. • Correlations between maintenance and renewal. • Data on new assets acquired by City of Playford.

The key information flows from this IT Asset Management Plan are:

• The assumed works program and trends. • The resulting budget, valuation and depreciation projections.

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• The useful life analysis.

These will impact the Long Term Financial Plan, Strategic Business Plan, annual budget and departmental business plans and budgets.

7.3 Standards and Guidelines

The key documents that support this Asset Management plan are:

Knowledge and System Services Operational Plan.

Knowledge Management Framework.

Information Technology Policy.

Records Management Policy and Procedures.

Records Management Plan.

Councils Strategy Documents including Goal Plans.

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8. PLAN IMPROVEMENT AND MONITORING

8.1 Performance Measures

The effectiveness of the Asset Management Plan can be measured in the following ways:

• The degree to which the required cashflows identified in this are incorporated into Council’s Financial and Strategic Management Plan.

• The degree to which 1-5 year detailed works programs, budgets, business plans and organisational structures take into account the ‘global’ works program trends provided by the Asset Management Plan.

8.2 Improvement Plan

The asset management improvement plan generated from this Plan is shown in Table 8.2.

Table 8.2 Improvement Plan

Task No

Task Responsibility Resources Required

Timeline

1. Review process to develop a model to support decision making in regard to leasing or purchasing of Assets

System Services

Current Resources

2010/11

2. Software audit and data capture System Services

Current Resources

2010//11

3. Develop tools to assist Growth Modelling for technology assets

System Services

Current Resources

2011/12

4. Develop model to redefine Service Levels System Services

Current Resources

2011/12

8.3 Monitoring and Review Procedures

This plan will be reviewed during annual budget preparation and amended to recognise any changes in service levels and / or resources available to provide those services as a result of the budget decision process.

The Plan has a life of 4 years and is due for revision and updating within 2 years of each Council election.

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REFERENCES Sample Council, ‘Strategic Management Plan 20XX – 20XX,

Sample Council, ‘Annual Plan and Budget.

DVC, 2006, ‘Asset Investment Guidelines’, ‘Glossary’, Department for Victorian Communities, Local Government Victoria, Melbourne, http://www.dvc.vic.gov.au/web20/dvclgv.nsf/allDocs/RWP1C79EC4A7225CD2FCA257170003259F6?OpenDocument

IPWEA, 2006, ‘International Infrastructure Management Manual’, Institute of Public Works Engineering Australia, Sydney, www.ipwea.org.au

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APPENDICES

Appendix A Maintenance Response Levels of Service

Appendix B Projected 20 year Capital Renewal Works Program

Appendix C Planned Upgrade/Exp/New 20 year Capital Works Program